Read this section carefully before making inquiries.
|March 15, 2017
||Deadline to submit all updated presenter information
Last day for early bird pricing
Last day for presenters to register
|March 23, 2017
||Unregistered presenters pulled from the program
|March 31, 2017
||Deadline to book a Conference Hotel Room at our preferred rate
Confirming your Presenter Information
If, during the abstract submission process, you provided explicit permission to use your bio and picture (as applicable) for promotion, we will upload the information to a presenter’s portion of our website soon.
At this time, we request that you send us any and all changes in ONE email with the subject line “#<presentation number> - Updated Presenter Information” to
email@example.com by end-of-day on March 15th.
Changes can include:
- Adding additional presenters, presenter images, and bios.
- For those presentations where the “Primary Presenter” is merely the main point of contact, you can send a photo that includes all presenters, and change the name of the primary presenter to a SHORT group name/title.
- Changing the presentation title and brief abstract. (Please send the revised version rather than just the pieces to add).
- Selecting a new or different presentation keyword.
- Adding website links, contact information, etc.
The following information will be uploaded to our website for the conference program unless you decline:
- Presenter name(s) and titles
- Presenter image(s) (if applicable)
- Presentation Title
- Brief abstract
- Type of presentation
If you do not consent to having your presentation information as outlined above on our website, please send an email to firstname.lastname@example.org
with the subject line "#<presentation number> Decline Website Publication".
With this notification only
your name and presentation title will be put on the website.
AV and Your Presentation
Each room will be equipped with a sound system, digital projector, screens and microphones. Each room will also be equipped with a PC computer. NOTE: Presenters cannot use personal laptops. Presentations must be run from the presentation room computer formatted for a PC.
You will have Wi-Fi access at the conference. Staff will provide information about how to access Wi-Fi upon your arrival at the conference. Please bring your presentation on a USB key.
Please arrive early to your presentation. Greeters will be available to meet you in your session room upon your arrival.
Your Presentation Materials
Please restrict your PowerPoint presentation to a maximum of 10 slides per 15 minute presentation. Pecha Kucha-like presentations are restricted to max. 20 slides, shown for 20 seconds each. Also, please do your best to make your presentation accessible
. We suggest presentations be converted to PDF’s to avoid inconsistencies. If assistance is required, please contact Mona Liu at email@example.com
Please keep your presentation PowerPoint dynamic, engaging, but succinct. While we appreciate the richness of your presentation, we have constraints for storing, uploading and making available presenter PowerPoints (provided you have confirmed that your PowerPoint may be shared). We also must be strict in keeping to allotted presentation times. Your cooperation will be much appreciated by the conference staff, as well as your fellow presenters!
If your presentation includes audio files, and video files, you will be responsible for bringing them to the conference.
If you have handouts, please let us know and we will instruct on how to distribute it electronically.
Accessibility and Your Presentation
Please try to ensure that your presentation materials are accessible. Your cooperation with this will contribute to the conference being fully inclusive.
Electronic copies of your presentation (PowerPoint or other) should be accessible to audience members with a wide variety of abilities, including those with visual and hearing impairments. To help you do this, we have created an accessible PowerPoint template
that you can use to create your presentation. Also, included in this information package are some Accessibility Tips and Pointers
. We encourage you to follow these tips and pointers closely so that your conference presentation is accessible to everyone.
If you are bringing handouts for the audience, please ensure that you bring 5 copies in large font (18 point, sans serif font such as Arial or Verdana). If possible, please try to ensure that all video files are captioned. Audio files should be accompanied by a transcript or be presented in video format and should include captions.
These tips will help you make your presentations accessible to the greatest number of people and limit the amount of work you need to do to accommodate people with disabilities. This document is divided into 2 sections: General tips on making PowerPoint presentations accessible and an elaboration on effective use of Alt text.
- Ensure that the type is large enough to read easily. We recommend minimum 30-point type.
- Make sure there is a high contrast between the background and the text. We recommend keeping the presentation simple: black text on white background.
- If you use colours, use ones that are highly contrasting.
- Make sure the content can be interpreted in grey-scale, in case someone prints it in black and white.
- Use titles on each slide, so the flow of the presentation is easy to navigate.
- Use simple slide transitions or avoid animation-like effects altogether.
- Use simple language.
- Don’t overcrowd slides with text. Three to seven bullet points per slide is a good rule of thumb.
- If you embed video, make sure it is captioned and that the player controls — start, pause and stop — are accessible.
- If you embed audio, make sure a transcript is available.
- If your slides contain animations, make sure they are brief and do not distract from the most important content on the page.
- Use Alt Text to explain pictures, images, graphics, graphs, tables and flowcharts, so that a screen reader can access them.
Effective Alt Text (also applies to verbal descriptions during presentations)
Alternative text describes an image so that the user’s assistive technology may convey what information is being provided. It appears when you move your cursor over a picture or object. In situations where the reader cannot see the image, Alt Text ensures that no information is lost.
- Communicates the purpose of the image accurately and succinctly.
- Contains a short description of the image that is important to the user’s understanding of the information conveyed and a longer description for complex or detailed diagrams and images.
- Does not repeat the text of an adjacent caption. Screen readers read both the caption and the Alt Text, so avoid having the same details in both.
- Does not contain the words “Image of” at the start of the Alt Text. Screen readers tell the user that there is an image and then read the Alt Text.
- Does indicate “Screenshot of…” if it is an image taken from a computer screen.
- Does indicate “Photo of…” if it is a photo.
- Requires no text if an image is purely decorative. Simply provide two quotation marks (“ ”) as the Alt Text.
- Uses punctuation for full sentences.
Posters are required to be a maximum of 4’ x 3’ either horizontal or vertical. Posters will be hung using bulldog clips. Presenters are required to print their own posters, and provide cardboard or lamination as needed to mount them.
Please drop off your poster at the C2UExpo Registration Desk located outside the Pacific Ballroom in the Fairmont Hotel Vancouver during the following hours:
Tuesday: 4:00 pm - 7:30 pm
Wednesday: 7:00 am - 10:30 am
Thursday 7:00 am - 10:30 am
If you are unable to drop off your poster during these hours, please bring your poster to the C2UExpo Hospitality Desk located at the SFU Harbour Centre Campus.
Once you have dropped off your poster, it will be displayed at the conference's networking area until the morning of your presentation.
On the morning of your presentation, please proceed to the Fairmont Hotel Vancouver's Pacific Ballroom at the time noted above. Your poster will be set-up in the Ballroom area for the duration of the breakfast hour, where you will be able to speak to your poster to conference delegates. You will have 15 minutes to wrap up and remove your poster prior to the plenary start time.
At the end of your presentation, please return your poster to the C2UExpo registration desk outside the Pacific Ballroom.
Thursday Presenters: After your presentation time, your poster will be moved to the conference networking area until end of day Thursday.
Friday Presenters: Please return your poster to the C2UExpo registration desk outside the Pacific Ballroom and indicate if you would like to keep your poster for pick up at the end of the conference, or if you would like us to recycle your poster.
Please pick up your poster on Friday May 5th from the C2UExpo registration desk outside the Pacific Ballroom between 8:00am and 2pm.
All posters that have not been picked up by 2pm will be recycled.